Policy Library 1 Camino Santa MariaSan Antonio, TX 78228 +1-210-436-3011 Policy Library logo William Joseph Chaminade St. Mary's University, Texas

Approver(s):

Academic Council

Authorizes release:

Provost and Vice President for Academic Affairs

Responsible office:

Academic Affairs

Review cycle:

Annually or as required

Adopted:

November 2017

Last update:

January 2018

Next review:

June 2018

University Cancellation and Withdrawal Policy

(for Undergraduate Students)

Cancellations

A cancellation occurs when a student decides not to return to the university prior to the last day of late registration of a given semester (for fall and spring semesters the fifth day of class and the second day of class for summer sessions). A student’s schedule cannot be cancelled after the last day of late registration but a student can withdraw from the semester; see the University Withdrawals section below. Students are responsible for resolving any holds on their accounts, including payment of any outstanding balance with the Business Office.

Failure to follow these steps could result in responsibility for tuition and other fees.

A student who chooses not to return to the university and has not registered for classes for the upcoming semester is still responsible for completing any other required processes, such as resolving any holds on their account (viewable on Gateway) and canceling their housing assignment, if applicable.

University Withdrawals

A University withdrawal is when a student decides to leave the University after the fifth day of classes in a fall or spring semester (second day of classes in summer sessions). Beginning the sixth day of class these semesters (third day of classes for summer sessions), students must complete an exit process in order to properly withdraw from the University.

It is the responsibility of undergraduate students withdrawing from all courses to contact the Office of Student Retention to begin the withdrawal process. According to the tuition refund schedule, a student may be entitled to some refund of tuition at the time of withdrawal.

Notice to instructors or other University offices of withdrawal does not cancel registration or financial obligations. Withdrawal without proper notice may result in a grade of F in all courses for the semester and responsibility for full payment.

Undergraduate students who properly withdraw from the University will keep the academic standing they have at the time of their University Withdrawal.

The official withdrawal date is determined by the student’s contact with the Office of Student Retention. If the student fails to make this contact and simply stops attending classes, tuition, fees, meal plans and other applicable charges will not be adjusted on the student’s account. Lack of proper withdrawal may also result in financial aid credits be reversed according to federal regulations, leaving students with a larger financial liability if they do not withdraw properly.

Dropping a class or classes is not considered a withdrawal. The term withdrawal refers to dropping all classes after the fifth day of classes and leaving the University for that semester. For information about dropping a class, please refer to the Office of the Registrar.

Graduate students who wish to withdraw must contact the Registrar’s Office to begin the withdrawal process. Law Students who wish to withdraw must contact the Associate Dean for the School of Law to begin the withdrawal process.

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